OTESA Occupational Therapy Services Limited Privacy Policy

Our contact details 

Responsible Person: Sian Ali

Address: OTESA, 93 Brookdene Avenue, Watford, WD19 4LG

Phone Number: 01923 965978

E-mail: info@otesa.co.uk

 

The type of personal information we collect 

We shall ensure that personal data are adequate, relevant, and limited to what is necessary for relation to the purposes for which they are processed, however, the categories of personal data which we may collect, use, store and transfer are as follows:

• • Identification Data (Meaning: Any information by which a person can be identified) including first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, the nature of your relationship to a client, lifestyle and hobbies.

• Contact Data (Meaning: Any information by which a person can be contacted) including home address, billing address, email address, and telephone numbers.

• Financial Data (Meaning: Any information by which a person can make payment for services rendered) including bank account and payment card details.
• Transaction Data (Meaning: Any information about services you have purchased from us) including invoices and quotes.
• Technology Data (Meaning: Any information you provide to us whilst using our website) including internet protocols IP address, browser type and version, time zone and location, browser plug-in types and versions, operating system and platform, and other technology on the device you use to access our website.
• Usage Data (Meaning: Any information about how you use our website) including which website feature you have accessed.

Special Categories (Meaning: Any information of a sensitive nature) including details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, and information about your health including photographs and videos taken for clinical purposes and biometric data.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you when you do the following: 

• Contact us about our services;
• Agree to enter into a contract with us by purchasing our services; 
• Meet or speak with one of our team;
• Request marketing information from us; 
• Provide us feedback;
• Give us your contact details;
• Apply to join our service;
• Through our website:
• Automated technologies or interactions; Using cookies and other similar technologies our website will automatically collect Technical Data and also Personal Data. We also receive personal information indirectly, from the following sources in the following scenarios:

• Third parties or publicly available sources. 

We will receive personal data about you from various third parties as set out below:

• Our client may provide us with your personal data because you have some understanding of their case or needs;
• Referrers who refer your case to us including case managers, social workers, local authorities, solicitors or charities;
• Health professionals ask us to contact you, for the purposes of rendering our services to you. 
• Other professionals, relatives, third parties and agencies who have knowledge of or are involved in or instructed on your case including social workers or family members;
• From delegate lists at relevant events;
• From other limited sources and third parties to the extent they provide us with your details in accordance with any regulatory requirements;
• Technical Data from analytics providers such as Google based outside the EU; or
• Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.

We use the information that you have given in the following ways: 

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where it is necessary to protect your vital interests or those of another individual.
• To help us establish, exercise or defend legal claims.
• Where we need to comply with a legal obligation.
• Where we are processing special categories of sensitive data for reasons of health and social care.

We may share this information with the following external third parties:

• Service providers acting as processors and who provide IT and system administration services including providers of cloud-based technology systems.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, surveyors, architects, service agents, experts, transport and distribution suppliers, technical support functions and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• Healthcare providers and professionals acting as processors or joint controllers including our occupational therapists, physiotherapists, speech and language, social workers, nurses, doctors and other medical professionals based in the UK.
• Relatives or other third parties who have responsibility for your care.
• Referrers for example case managers, solicitors, employers, social workers, local authorities, and charities;
• HM Revenue & Customs, health care regulators, HCPC and other health care registration and regulatory bodies other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
• Marketing technology platforms and suppliers.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You can remove your consent at any time. You can do this by contacting info@otesa.co.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. 

Click on the ICO website to find out more about the types of lawful basis that we will rely on to process your personal data. 

You have the right to withdraw consent to marketing at any time by contacting us. You can do this by emailing us at info@otesa.co.uk

How we store your personal information 

Your information is securely stored. 

By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at email: info@otesa.co.uk or telephone: 01923 965 978 or write to OTESA, 93 Brookdene Avenue, Watford, WD19 4LG if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@otesa.co.uk in the first instance, as we would like the opportunity to resolve any issues direct with you in a satisfactory way.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk